Work breakdown structure (WBS): Definition and step-by-step guide

If it feels like projects are increasingly becoming more complex—that's because they probably are.

Transparency is great for alignment between stakeholders and teams. However, this can lead to more decision-making, shifting deadlines, tighter control on capacity, and nuanced tasks and subtasks.

A foundational project management tool is a work breakdown structure (WBS), which significantly helps prevent projects from spiraling out of control. Clarity and structure are non-negotiable for high-performing teams, and a well-crafted work breakdown structure establishes effective collaboration, accountability, and consistent results.

This article explains what a work breakdown structure is, its key components in project management, and how to create one that will transform your process.

What is a work breakdown structure (WBS)?

A work breakdown structure (WBS) in project management hierarchically breaks a project into smaller, manageable components or deliverables like tasks.

Each level of a work breakdown structure details the project’s work more precisely, starting with the high-level project goal or outcome. The next level lists major project deliverables, then sub-deliverables, and finally, work packages.

Tasks are the specific actions or steps taken during a project, deliverables are the tangible outputs or products resulting from those tasks, and outcomes are the broader impacts or value achieved by delivering those outputs.

Strategically, tasks and deliverables focus on execution and progress, while outcomes measure the true success of a project. This is typically done by reflecting its value or impact for the organization or stakeholders.

What is the purpose of a WBS?

A WBS in project management organizes and defines the project scope by breaking it down into manageable sections. It sets a clear framework for project planning, execution, and control. At the same time, you keep track of project plan completion and ensure your project stays on track.

The WBS outlines each task to assign responsibilities. Each work package details resource needs and durations, helping estimate costs and timeframes.

Key components of a work breakdown structure

Every component serves a different purpose, which is why they have specific roles and levels of detail. The highest level depicts the ultimate goal, while the lowest defines the nitty-gritty details. Some the most common components of a work breakdown structure include:

• Phases: Represents the major stages of the project life cycle by grouping relevant activities and tasks.

• Tasks: The individual activities within each phase of a project.

• Subtasks: Tasks needing to split into additional activities for more precise planning and execution.

• Deliverables: Tangible or intangible outputs resulting from the completion of tasks.

• Sub-deliverables: Smaller outputs that contribute to completing larger project deliverables.

• Work packages: Detailed tasks or groups of tasks with specific deliverables—typically the smallest units of work in a WBS.

• Dependencies: The relationships between tasks displaying what needs to be completed before other work can begin.

• Estimates: The approximate resources, time, and costs required to complete a project.

• Milestones: Marks the completion of key phases, deliverables, or other important project objectives.

The WBS organizes the project into manageable components by breaking the scope into detailed, smaller parts. Clearly defined components make assigning responsibilities, estimating costs, scheduling timelines, and monitoring project progress easier.

The two types of work breakdown structures

There are two different ways to structure a work breakdown structure—depending on your project needs:

1. Deliverable-based WBS

A deliverable-based WBS focuses on the project's output. It breaks the project into major deliverables instead of phases. This is more useful for projects where the end product or the output is clear and distinct.

2. Phase-based WBS

Unlike a deliverable-oriented WBS, a phase-based WBS divides the project according to its phases or stages. Each phase represents a major section of the project timeline where all phases break down into further tasks and activities.

This type is ideal for projects with well-defined stages, such as software development or construction.

Project planning tools used to create a work breakdown structure

While not work breakdown structures themselves, the following tools work well alongside a WBS to visualize timelines, workflows, and scheduling.

Gantt chart

A Gantt chart is a visual representation of the project life cycle. It lists tasks along a timeline, showing timeframes, dependencies, and progress. This tool is highly effective for teams that need clear instructions on the project schedule.

Kanban

Kanban is a visual method for managing project work as it moves through a process. It uses cards on Kanban boards to represent tasks and columns to indicate different workflow stages.

This method is ideal for Agile project management and requires continuous monitoring and frequent adjustment.

Calendars

Calendars in project management provide a time-based structure for the WBS. They ensure tasks finish on schedule and track deadlines, milestones, and resource availability.

The calendar method is best for projects with strict deadlines or fixed timeframes, which can be great for marketing processes like content management.

How to create a work breakdown structure

Creating a WBS requires several steps to ensure a well-organized project. Don’t rush through the decision-making process. A carefully crafted structure is essential for the success of your project.

If you want to a get a quick start, use a free work breakdown structure template to help you move along the four main steps below:

Step 1: Define project scope and identify deliverables

Clearly define the overall project scope and specific objectives. Understand the goals, constraints, and requirements.

A clear scope forms the foundation for the entire WBS. The stronger the foundation, the higher your chances of success.

Next, identify the main outputs or project deliverables. List the objectives and key results (OKRs) the project aims to achieve. For example, major deliverables for a mobile app project could include UI design, backend development, and database setup.

Step 2: Create a hierarchical structure using work types

After identifying major project deliverables, break them into smaller, manageable sub-deliverables. For example, a user interface deliverable might include wireframes, mockups, and design reviews.

For example, Jira’s hierarchy to represent different WBS levels are:

1. Epics: Represent major deliverables or project phases.

2. Work items: Epics broken down into smaller, manageable work packages.

3. Sub-tasks: Work items further decomposed into actionable steps.

Step 3: Visualize the work breakdown structure

Jira Plans let you visualize and manage the hierarchy from initiatives down to sub-tasks. Drag and drop work items to adjust the structure as needed.

You can also consider Jira Marketplace Apps like WBS Gantt-Chart for Jira, Structure for Jira, or BigPicture. These apps provide dedicated WBS and Gantt chart views for enhanced visualization and management.

Identify and describe the activities needed to complete each work package. List all management tasks, resources, and dependencies required to meet the work package's goals.

For example, sketching initial wireframes involves gathering requirements, creating a basic layer, and presenting the sketch for review.

Step 4: Link and track dependencies

Finally, use Jira’s linking features to show dependencies between tasks and deliverables to identify critical paths and potential bottlenecks.

Easily break down large tasks into smaller pieces to make them more manageable and easily achievable. Jira workflows can help improve the efficiency of project management teams.

Create a work breakdown structure with the right tools and templates

Creating a WBS is crucial for organizing and managing your project effectively, but acquiring the right tools can be tricky. Jira makes this process easier than ever before. There are several pre-designed templates to create and manage projects efficiently too.

Ready to streamline your project management? Get Jira free today and see the difference a well-structured WBS can make.